File Naming Conventions

When an Organisation Admin has attached a document or Invoice to be uploaded to the
Document Management System (DMS), a suggested file name will be provided or they can use the document Notes imported from FileSmart as the file name for their documents in the Portal DMS.

The suggested file name feature takes into account the Plan Number, the category of the file and the file name to suggest a new file name that is consistent with the Organisation's file naming conventions.

Contents

• View the Suggested File Name

• Use FileSmart Notes as File Name

View the Suggested File Name

To upload a file to the DMS, click the Documents Icon on the toolbar then select the '+' button.

Click 'Browse' and select one or more files to attach, or drag and drop the files onto the shaded area.

Note: The following file types are supported: .doc, .docx, .pdf, .tiff, .csv, .xls, .xlxs, .ppt, .pptx, .jpeg and .png.

When the file or files have been attached, the file name, file size and icon will be listed.

Select the Plan Number and Category for each file. Make sure to choose the correct Plan Number from the list and accurately select a Category that will help stakeholders to identify the type of document.

A suggested file name will be provided. Change the file name if it doesn't follow the Strata Organisation's file naming conventions. 

Note: The suggested name will only appear when the Plan Number and Category
have been selected.

The suggested file name will be linked. Click the link to instantly change the file name.

Make sure to click 'Done' to complete the upload.

When there are multiple documents, select 'Global Settings' to apply changes to all of them. If 'Global Settings' is selected, the process is the same.

For more information, please see Upload Files to the Document Management System.

When a file has been uploaded, the name of the document or Invoice in the DMS will match the selected file name.

Use FileSmart Notes as File Name

Organisations also have the option to use the document Notes imported from FileSmart as the file name for their documents in the Portal DMS.

Organisations can enable this by contacting the support team who will arrange for the configuration to be enabled and a script to be run for historical documents. 

Organisation Admins should contact us with any further questions regarding this process.